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Wedding Computer Help

Getting started as a wedding florist

Floristry has a workflow unlike most other wedding vendors. Your delivery and setup happen early — often before the first guest arrives — and your timeline items affect every other vendor’s logistics. Your bouquet needs to be at the getting-ready location before the photographer arrives; your ceremony arrangements need to be set before the guests do. Getting those timing requirements into the shared run sheet means the planner and venue know exactly what you need without repeated phone calls.

Step 1 — Complete your profile

Section titled “Step 1 — Complete your profile”

Go to Settings → Profile and fill in:

  • Business name — your floristry business name
  • Category — select Florist
  • Location — your base city or studio location
  • Bio, website, Instagram — your portfolio and aesthetic are everything in floristry; link them directly

Why: When a planner adds you to a wedding workspace, other vendors see your profile. Your Instagram feed is often the fastest way for a couple or planner to understand your style when they’re considering recommending you.

Step 2 — Build a floristry enquiry form

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Go to Settings → Enquiry form and customise the questions. For florists, useful questions are:

  • Wedding date
  • Ceremony location (venue name and address — this determines your delivery window and whether you need to load a freight lift)
  • Reception location (if different from ceremony — and whether flowers need to be moved between spaces)
  • Estimated guest count (relevant for centrepiece quantities)
  • What arrangements they’re looking for: bridal bouquet, bridesmaids’ bouquets, buttonholes, ceremony arch, ceremony aisle, reception centrepieces, cake flowers, other
  • Style preferences: structured/loose, garden/romantic/wild, specific flower preferences or hard exclusions (some clients are allergic to lilies)
  • Colour palette
  • Budget range or indicative spend
  • How they heard about you

Why: Floristry quotes need a lot of information before they can be accurate. An enquiry form that collects arrangement types, style, and quantity information means your first response to a couple can be an informed conversation rather than a long list of clarifying questions.

Step 3 — Set up quote-based invoicing

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Floristry is almost always quoted individually rather than packaged at fixed prices. Go to Settings → Invoices and create an invoice template that you can customise per wedding.

A typical floristry invoice structure:

  • Quote total — itemised by arrangement type
  • Deposit (20–50%, depending on your policy) at booking
  • Balance — due 4–6 weeks before the wedding when the order is being confirmed and flowers need to be sourced

Attach your terms and conditions to the deposit invoice, including your cancellation policy, substitution policy (when a specific flower isn’t seasonally available), and what happens if the date changes.

Why: Flower orders involve purchasing stock — often ordering stems weeks in advance. Your cancellation terms need to reflect your cost exposure, and the couple needs to understand that signed and deposited means the order is real.

Step 4 — Connect Stripe for payments

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Go to Settings → Payments → Connect Stripe and complete the Stripe onboarding.

Why: The deposit and balance are often paid months apart. Online payment means neither of you has to track bank transfers and email payment confirmations separately. The invoice history in Wedding Computer shows you exactly what’s been paid and what’s outstanding.

Step 5 — Add delivery and setup times to the run sheet

Section titled “Step 5 — Add delivery and setup times to the run sheet”

When you join a wedding workspace, go to Timeline and add your items. For a typical floristry day:

  • Delivery to getting-ready location (if bouquets go there first) — include the address and a time window
  • Ceremony setup start — when you need access to the ceremony space. This needs to work around the venue’s bump-in schedule
  • Ceremony setup complete — when you’ll be done and cleared from the space
  • Ceremony to reception floral transfer (if flowers move) — the window when you or your team moves centrepieces or arrangements
  • Reception setup complete
  • Collection / pack-down (if you’re collecting hire items like vessels and stands after the reception)

Set these to vendors visibility so the planner, venue, and photographer can all see your schedule.

Why: Florists have complex logistics that involve multiple locations at specific times. The photographer needs to know that the bouquets are delivered at 10am so they can capture detail shots before the bride gets dressed. The venue needs to know your setup window so they don’t lock the ceremony space. Publishing this in the shared run sheet once means you’re not emailing the planner, venue, and photographer separately.

Step 6 — Keep order notes per wedding

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The Notes section of each wedding workspace is your working document for that wedding’s specific arrangements. Use it to record:

  • Detailed order: each arrangement, stem counts, varieties
  • Colour and style references
  • Substitution notes (if a client has specific preferences or exclusions)
  • Delivery contact at the venue
  • Hire item list (what needs to be collected after)

Mark these notes as Private so only you see them — the couple and other vendors don’t need your order details.

Why: When you’re managing multiple weddings, having the specific order notes in the workspace means you’re not hunting through emails or a separate spreadsheet when the flower order arrives and you need to confirm varieties.

Step 7 — Set your availability

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Go to Settings → Availability and block every booked date. Note that florists often do one wedding per weekend day but may take multiple bookings if they have a team — manage this manually by blocking dates as needed.

Why: An accurate availability calendar means couples check before enquiring. A date that’s already full shouldn’t be receiving enquiries.

Step 8 — Subscribe to your calendar

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Go to Settings → Calendar and copy your iCal feed URL. Subscribe to it in your phone calendar.

Why: Floristry days often start at 4–5am for flower market runs. Each calendar event includes the venue address for your delivery run — no looking up addresses on the morning of the wedding.

You’re ready when:

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  • Your profile links to your Instagram portfolio
  • Your enquiry form asks about arrangement types, style, quantities, and colour palette
  • Invoice templates are quote-based with deposit/balance structure
  • Cancellation and substitution terms are in your contract template
  • Stripe is connected
  • Your availability is accurate and Public
  • Your iCal feed is subscribed

What to do right now

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Open your next booked wedding workspace and add your delivery and setup windows to the shared timeline. Then contact the venue to confirm your access window — florists are often the first vendor on site on a wedding morning, and a locked ceremony space at 7am is a bad start to the day.

Go deeper

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